59-Specifications for District Classroom Moves Summer 2026 Moving Services.docx (4).pdf

SCHOOL DISTRICT U-46

Bid Specifications for

District Classroom Moves Summer 2026 Moving Services

Due Date: February 18, 2026

BID SPECIFICATIONS

District Classroom Moves Summer 2026 Moving Services

PROJECT DESCRIPTION

School District U-46 is soliciting bids for the transfer of equipment and educational materials from school to school to include internal transfers within the buildings.

TERM OF AGREEMENT: The term of this Agreement shall commence on the date of the U-46 Board’s approval or upon notice of award by the District (whichever shall occur first) and end 8/30/2026 years thereafter (“Term”), unless terminated sooner as provided herein. There shall be no automatic renewal of the Agreement.

APPENDIX DETAILS: All appendix documents are located within the Public Documents section of Bonfire.

● Appendix A: Pricing Sheet

● Appendix B: Room Move Template

● Appendix C: School Floorplans

AWARD OF BID

A contract(s) will be awarded following Illinois Procurement Laws to the lowest responsive, responsible submitter(s). The District has the right to award the contract in whole or in part. The District will contact the submitter that proposed the lowest responsive, responsible bid prior to presenting them to the Board for approval in order to ensure that they are responsible.

BID REQUIREMENTS

The following statements represent the items that are required to be submitted or acknowledged for those wishing to participate in this ITB. The requirements listed below are not negotiable.

The submitter’s package must include a response to each Requirement listed below. Failure to include a response to any REQUIREMENT may result in a disqualification as the submitter may be deemed not responsive.

REQUIREMENT #1: Title Page Provide the name, address of your firm, and the identity of the key personnel of the firm who will be assigned to this project.

REQUIREMENT #2: Fulfillment Appendix A outlines all of the school buildings that require moving services. Listed below will be the scope of work. The bidder must acknowledge that they can meet these requirements as part of their submission.

1. The mover will coordinate directly with the principal of each building to establish a transfer date, review the applicable procedures, and address any questions prior to the move(s).

2. The mover shall relocate all contents as specified from the “From” side to the “To” side of the Room Move Template for all schools within the awarded group. All equipment must be properly labeled with accurate information for the receiving location.

3. School District U-46 staff will label and pack all material for moving unless noted on the room move template.

4. All boxes provided by the owner.

5. The mover shall provide post-move assistance consisting of two (2) personnel for up to sixteen (16) hours per building, based on review and approval by the building principal.

6. The mover must have an on-site supervisor present at each location while moves are being conducted.

7. The mover shall provide floor protection for all storage areas, hallways, and other affected spaces.

8. This bid shall be submitted as a fixed lump-sum price per site. No additional costs or charges will be accepted.

9. The tentative project start date is May 21, 2026, contingent upon the District not utilizing snow days during the winter. All moves must be completed by June 18, 2026, unless otherwise noted below.

10.The following schools have special instructions.

A. Glenbrook Elementary: This building will need to be emptied. All marked equipment will either go to a storage location or scrap. There may be items that will transfer to the building from other locations, these will also go to storage. This move out starts 5/26/2026 and needs to be completed by 5/28/2026 There will be no move in date for this school. (Prevailing wage applies to this building)

B. Century Oaks Elementary: This building will need to be emptied and stored in trailers.

The map provided will have areas highlighted to move. Any items that are to be moved to the school from other locations will need to be stored on trailers. The trailers will have a designated parking spot at the school site. The move out date is 5/26/2026 and needs to be completed by 5/28/2026 . The move back in is tentatively scheduled for 8/10/2026.

(Prevailing wage applies to this building)

C. Kimball Middle School: Any classrooms that contain tables, combination desk or triangular desk will be removed from the building and go to storage. The map provided will have highlighted areas that need to be moved and highlighted areas for storage locations. We will need to cover all items in storage with plastic. In room 104 the cabinets will need to be covered in plastic. All items will be marked with the room that they will return to. Any items that will be transferred to this building from other buildings will need to be stored in rooms 135, 136 or 137. The library will also need to be packed and moved to storage. If the designated storage area is not enough, use trailers and park at the designated area at Century Oaks. The move out date is 5/21/2026 and needs to be completed by 5/27/2026. The move back in date is tentatively scheduled for 8/20/2026. (Prevailing wage applies to this building)

D. IL Park Elementary:This building will need to be emptied and stored in the gym. If the gym cannot accommodate all of the equipment, use trailers and park them at Century Oaks Elementary school. The map provided will have areas highlighted to move. The second floor should be cleared first. Any items that are to be moved to the school from other locations will need to be stored in the gym. The library at Lowrie will be packed and moved to IL Park. The district will supply the setup map for the placement of the library.

Be advised that the door near the gym at the lower level will be tight and will not accommodate a tractor trailer. The move date is 5/26/2026 and needs to be completed by 5/28/2026. The move back in is tentatively scheduled for 8/3/2026. (Prevailing wage applies to this building)

E. Creekside Elementary: This school will be conducting summer school and will not be able to have any moves conducted until 7/6/2026.

F. Centennial Elementary-Laurel Hill Elementary: These schools have summer activities and will require the moving vendor to take extra care as they move through the hallways.

G. Hawk Hollow Middle School: This school will have a professional development event on 6/2/2026 to 6/5/2026. This will be conducted in the auditorium and some classrooms and will require the moving vendor to take extra care as they move through the hallways.

REQUIREMENT #3: School District U-46 Raptor System

● Upon notification of bid award, all on-site vendor personnel are required to be processed through the School District U-46 Raptor System. Each individual must present a valid driver’s license or state-issued identification.

● Appointments may be scheduled Monday through Friday between 6:30 a.m. and 10:30 a.m. CT, and between 1:00 p.m. and 2:30 p.m. CT.

● The processing office is located at 1460 Sheldon Drive, Elgin, IL 60120.

● To schedule an appointment, please contact Bruce Phelps via email at brucephelps@u-46.org.

● The bidder must acknowledge that they can meet these requirements as part of their submission.

REQUIREMENT #4: Pricing Sheet The Appendix A: Pricing Sheet will be located in Requested Information within Bonfire.

Appendix A, B and C have been provided to outline what work will need to be completed.

● The Pricing Sheet must be fully completed and uploaded to satisfy this requirement. The total cost for each Base Bid must match exactly across the Pricing Sheet and the bid table.

● All bids must be all-inclusive, with delivery, freight, installation, and handling costs incorporated into the total bid price.

● Taxes shall not be included in bid pricing, as school districts are exempt from applicable taxes, including but not limited to Retailers’ Occupation Tax (state and local), sales tax of any kind, service use tax, federal excise tax, and any other applicable taxes.

REQUIREMENT #5: Billing

● The District requires itemized billing for the move-out portion upon completion, with the issued District purchase order (PO) number clearly referenced on the invoice.

● Vendors awarded move-in buildings must also submit itemized billing upon completion of those services.

● The bidder must acknowledge that they can meet these requirements as part of their submission.

mailto:brucephelps@u-46.org

REQUIREMENT #6: References Each vendor must submit a minimum of three (3) references that contain the following information: agency name, address, contact person and phone number and the size and scope of the project.

REQUIREMENT #7: Litigation The submitter shall provide a statement disclosing any past, present, or pending litigation involving an Owner.

REQUIREMENT #8: Warranty Information

● The Contractor will be responsible for any such damage to equipment or the building(s) during the move process and will use the form provided during the pre bid meeting.

● The bidder must acknowledge that they can meet these requirements as part of their submission.

REQUIREMENT #9: Additional Information You may submit up to three (3) additional pages of supplemental information if you deem it to be useful and applicable to this project. This is not a requirement, but optional.

ADDITIONAL PROPOSAL INFORMATION

● The vendor must, during the performance of services, remove and dispose of all materials the resultant dirt and debris on a daily basis and keep the work site(s) and adjacent premises in a clean condition satisfactory to the School District. Upon completion of the work activities, the Contractor must remove all materials, tools and machinery and restore the site to the same general condition that existed prior to the commencement of its operations.

● Moving trucks should have lift gates and ramps as schools do not have loading docks.

Bidders will need access to their own equipment such as pallet jacks, flat beds and dollies.

INSURANCE REQUIREMENTS

● The selected contractor shall have and keep in effect during the term of this contract:

Commercial General Liability Insurance, Business Automobile Liability Insurance and Workers Compensation Insurance acceptable and satisfactory to the School District. A copy of insurance certifications shall be submitted to the School District. Please see below for coverage.

○ Work Compensation Employer’s Liability $500,000.00

○ Comprehensive General Liability

Bodily Injury – Each Occurrence $1,000,000.00 Bodily Injury – Aggregate (Completed Operation) $1,000,000.00 Property Damages – Each Occurrence $1,000,000.00 Property Damages – Aggregate $1,000,000.00 Or combined single limit $1,000,000.00

○ Comprehensive Automobile Liability Bodily Injury – Each Person $1,000,000.00

Bodily Injury – Each Occurrence $1,000,000.00 Property Damage – Each Occurrence $1,000,000.00 Or combined single limit $1,000,000.00

○ Umbrella or Excess Liability $10,000,000.00

EVALUATION OF BIDS

● Determination of Responsiveness o The School District will review Bids to determine whether they conform to the requirements of the Bid Documents.

● Mathematical Calculations o The School District reserves the right to make corrections, after receiving the bids, to any clerical error apparent on the face of the bid, including but not limited to obviously incorrect units or misplaced decimal points, or arithmetic errors. In the event that comparison of the Bidder's "Unit Price" and "Total Price" submitted

GENERAL ACKNOWLEDGEMENT TO SPECIFICATION REVIEW

By filling in the information below the submitter acknowledges that they have reviewed and agree to comply with all of the statements within this Bid Specification document. There are no exceptions to complying with these statements.

Company: __________________________________________

Representative (Print & Sign): _________________________________________

Title: _________________________________

Due Date: February 18, 2026